Everything about email: Understanding, organizing, and writing emails

Email is an essential part of our daily lives and a must-have communication tool, both inside and outside the office. It’s not just about sending messages: email is also important for organizing schedules, sharing documents, and storing important information online.

To wrap up 2024, the mail.com blog presents our ultimate guide to email. mail.com has been in the email game for more than 25 years, and we have built a library of more than 250 explainers breaking down everything you need to know about email. You’ll find links to the relevant articles throughout this post – so if you would like to read more about a specific topic, all you have to do is click. Let’s dive in!

By Alyssa Schmitt

Email basics: Meaning, functions, tips, and tricks

“Email,” sometimes also called “e-mail,” “e mail,” or “mail,” stands for “electronic mail.” As the name suggests, email is a method for sending digital messages over the internet. These messages can include not only text, but also attachments like documents or photos. Although the first email was sent in 1971, it didn’t really become a widespread form of communication until the 1990s. Today, email is a nearly universal tool that can be used on computers, smartphones, and other connected devices.

How does email work?

Ever wonder what happens when an email is sent? When you compose a message and hit the “Send” button, your email travels through the internet to reach the recipient’s email server. Email servers act like digital post offices that sort and deliver emails. Once your message reaches the recipient’s server, it is transferred to their email inbox for them to read when they log in. This whole process happens in seconds, making emails a super-efficient way to communicate.

Each email is sent to a specific email address, which works like a digital postal address. An email address is split into two parts: the username and the email domain. And what exactly is an email domain? It’s the part of your email address that follows the “@” symbol, e.g., “@mail.com,” and is associated with a specific mail server – just like a ZIP code tells the mail carrier which neighborhood a package goes to. The username comes before the “@” symbol and serves as a unique identifier within the domain, specifying which inbox the message should go to.

The combination of username and email domain that you select can make your address sound more professional or personal, depending on the vibe you’re going for. For example, most professional email usernames will consist of your first and last name to convey clarity and credibility, while a personal email address can be a more creative expression of your interests.

Email glossary

Emails can be full of abbreviations and terms that you don’t usually see in other places. When confronted with an alphabet soup of RE, PS, CC and BCC, you may sometimes wish you had a glossary to help you navigate email terminology like a pro. Here are ten useful definitions to get you started:

1. Attachment: A file sent along with an email.
2. Autoresponder: Automatic email replies sent when you’re unavailable.
3. BCC (Blind Carbon Copy): Used to send a copy of an email to someone whose address is not visible to the other recipients.
4. Bounce: An email that couldn't be delivered, often due to an incorrect address.
5. CC (Carbon Copy): Used to send a copy of an email to someone who isn’t the main recipient.
6. Draft: An unsent, saved email.
7. Phishing: Fraudulent emails designed to steal personal information or spread malware.
8. Signature: A block of text automatically added at the end of an email, usually containing the sender's contact information.
9. Spam: Unwanted bulk commercial emails.
10. Thread: A series of emails grouped together by the same subject line.

This is just the tip of the iceberg –? if you’d like to learn more, mail.com has a full email glossary and list of email abbreviations

What is an email account?

An email account is a personal online mailbox provided by an email service. When you create an email account, you choose a unique email address as well as a password that you will use as a login. Setting up an email account with a provider like mail.com only takes a few clicks.

You can use your email account as your personal online address to send and receive messages, connect with people, and even manage tasks. Most people have at least one, and many have several email accounts for different purposes like work, school, or family use.

Email accounts come with features like spam filters to keep unwanted messages out, folders to organize messages, and address books to keep track of contacts. And because an email account makes it easy to stay in touch and keep track of important information, you’ll probably want to access your email on every device you use!

Using email on your phone

Having email on your phone can be a game-changer. It keeps you connected on the go, letting you respond to messages quickly and manage your email account efficiently. Plus, with mail.com and similar services, your inbox stays synchronized across devices.

Fortunately, it’s super easy to set up email on your phone. If you already have an email account, you can log in using the web browser on your phone, but it is more convenient to use an email app that is optimized for mobile use. Most smartphones come with a preinstalled email app, but you can also download the mail app of your choice like the mail.com apps for iOS and Android and make it your default email app. If you want a new email account to use on your phone, most email apps will also let you sign up for an account right in the app.

Once you have selected an email app, adding your existing email account is a straightforward process. At the beginning you will usually receive a prompt to “Add account,” but if this doesn’t happen you can find this option in the app’s main menu or settings. You will need to know your email address and password and enter them when prompted.

Some apps may ask you to input details like the type of account (e.g., POP or IMAP) or the email server settings. If this seems unnecessarily complicated to you, it can usually be avoided by using the email app that belongs to your email provider – e.g., use the mail.com app to automatically set up mail.com email accounts on your phone. It is also possible to add multiple email accounts to an email app and switch between them.

Email organizing hacks

Keeping your email inbox organized can really make a difference. There are many different email organizing strategies you can use, so feel free to use whatever method works well for you. But when you get a new email account, don’t let an empty inbox tempt you into letting things slide. It will fill up quickly, become impossible to find important emails, and leave you looking for ways to empty your mailbox.

Instead, take advantage of inbox organizational features like flags, filters, and folders; they can seriously boost your productivity and keep you on top of things. Here are six of our top email coping strategies:

1. Inbox folders: Setting up a good folder structure – and using it – is one of the best ways to avoid inbox clutter. For example, you can create folders for specific topics, people, or projects so you can quickly find emails when you need them.
2. Filter rules: Many email apps let you take your folder system to the next level with automatic rules that can sort incoming messages into the correct folder. You can also automatically send certain messages to Spam, flag messages from specific senders, forward messages automatically, etc.
3. Contact groups: Use contact groups – also known as distribution lists – to simplify sending messages to multiple people. Perfect for staying connected with family groups, social clubs, work teams, etc., they spare you the hassle of entering addresses individually.
4. Alias email addresses: You can set up multiple email addresses, known as “alias addresses,” in a single account for newsletters, business correspondence, etc. This boosts email organization, reduces spam, and lets you keep your primary address private, e.g. by selecting an alias to use as your sender name.
5. Drafts folder: Save any unfinished emails in your drafts folder for later review or completion. Great when you’re multitasking, need a breather, or are waiting for more details before wrapping up your message.
6. Automatic replies: Also known as autoresponders or out-of-office messages, automatic replies notify senders that you’re away on vacation, on sick leave, at an event, etc. You can include helpful details like an alternative contact or when you will be available again.

Email attachments

In addition to the text, digital files can be sent along with an email. To attach a document or picture, you usually click a paperclip icon or an “Attach files” menu option and select the file you want to send. Depending on your email service, you might also find an “insert image” option to insert a picture directly into the email body. Downloading an email attachment is also easy; just click on the file and it should prompt a download.

Most email services have a size limit for attachments, usually around 20 to 25MB – although mail.com offers its free email users 30 MB attachments. If you need to send a large attachment, you can try compressing the file, using cloud storage share links, or splitting the file into smaller parts.

Writing an email

Composing an email is pretty straightforward once you know the basics. Every email will be different depending on its purpose, whether it is professional or personal, etc., but all emails should contain these four elements:

1. A subject line that tells the recipient what the message is about.
2. A greeting that matches the professional or casual tone of the message.
3. The body of the email, i.e., the information you wish to communicate
4. A closing line and salutation followed by your name.

Keep reading for more details on each of these steps!

Email etiquette

Like every form of communication, there are certain expectations for what constitutes a clear and respectful email, especially in professional or formal settings. In addition, some email “bad habits” may annoy your recipients, distracting from your message. Following basic email etiquette helps ensure your message is understood, maintains a positive impression, and avoids confusion or frustration for both sender and recipient.

Here are five essential rules for good email etiquette:

1. Keep it short and clear: Start your email with a friendly greeting, but then get to your point. Remember, no one wants to read a novel in their inbox. Before you send, proofread for clarity and typos to make sure your message is easy to understand.
2. Be mindful of tone and formatting: Written communications like email can easily be misunderstood, so be careful with your tone and choice of words. Avoid writing in all caps (IT COMES ACROSS AS SHOUTING) or all lowercase (which can seem sloppy or casual). If appropriate, you can use emojis sparingly to clarify your intention.
3. Be respectful of others’ time: Aim to reply to important emails within 24 to 48 hours and avoid sending work emails at night unless extremely urgent. Make sure you only use “Reply All” if everyone truly needs to be included.
4. Double-check attachments before sending: Ensure that any promised files or links are attached and functional before hitting Send. Since it’s practically impossible to recall an email once it has left your outbox, this saves you the hassle of an apologetic follow-up email.
5. Pay attention to privacy and security: Use BCC for group emails when recipients don’t know each other to protect their privacy. Don’t forward any sensitive or potentially embarrassing content, and don’t share confidential information or sensitive data, e.g., passwords, through email.

Tips for how to write business emails

When writing a business email, it is best to follow a clear and organized format. Polite language and a professional tone are essential, especially when addressing clients or supervisors.Use these six pointers to make sure your business communications are effective and appropriate:

1. Write a professional subject line. Your subject line is important because it’s the first thing people see and can determine if your email gets opened in a crowded inbox. Keep it short and provide a clear reference to the content.
2. Start with an appropriate greeting. For a formal professional email, go with “Dear [First Name] [Last Name],” or “Hello [Title] [Last Name].” For a coworker you know, “Hi [First Name]” works great.
3. Keep your message clear and concise.Start with a friendly greeting, but then get to your point. Be sure to state your purpose clearly, like “I'm reaching out regarding...” or “I wanted to discuss....”
4. Wrap up with a concluding statement. Politely summarize any deadlines or necessary actions, e.g. “I look forward to receiving your feedback by the end of the week,” or, if no response is required, express your appreciation for their time.
5. Conclude with an appropriate sign-off. For business emails, some version of “Regards” always works well, i.e., “Best regards,” “Warm regards,” or “Kind regards.”
6. Include your full name and contact info, usually in an automatic signature. Most companies will have a standard signature that all employees should use.

Now, you’re ready to send emails like a pro! That said, some work situations may have you struggling to find just the right words. If you have made a mistake or caused a problem at work, you will want to hit the right note in a professional apology. Or if someone has offended you in their email, you should give yourself some time to cool down and consider the best way to respond to the upsetting email.

Whether you are apologizing or addressing a concern, always aim to write a clear and concise message while maintaining a respectful tone. Remember, an email can be easily misinterpreted, so choose your words carefully.

Tips and examples for writing emails in different business situations

Crafting effective emails tailored to various business scenarios is crucial for clear communication and professionalism. The mail.com blog can show you how, with examples and templates you can use and adapt as needed:

1. When contacting a professor, follow our guidelines in How to write an email to a professor to ensure a respectful and concise approach.
2. If you need to express gratitude, our deep dive on How to write a thank-you email provides practical pointers to make your message meaningful.
3. Writing to solicit donations? Learn to create a compelling appeal with Tips for writing a donation email.
4. Welcoming a new hire to your team? Use the strategies in our explainer on How to write a welcome email to a new employee to set a positive tone.
5. For professional invitations, refer to the examples in Email invitations: Best practices for interviews and meetings to create clear, detailed messages.

Tips and examples for writing personal emails

Writing emails to friends and family is a more relaxed experience. You can get creative and let your humor shine through – maybe by adding a funny email sign-off. Just don't go overboard with long-winded messages or send off a Christmas e-card full of typos. Being concise and proofreading are just as important in private emails as they are in professional ones.

Even as we have switched to text messages for many of our personal communications, email remains particularly useful for some forms of non-work messages. For example, email is still an excellent tool for sending out invitations for parties, weddings, or any other gatherings. Email makes it super easy to include all the details, like location and time, and even attach a calendar invite. And let’s not forget about those handy “Accept invitation” buttons that make planning your event a breeze.

Seasonal emails

If you are planning a seasonal sale for your business or want to share some holiday cheer with loved ones, email should be your go-to tool! Whether it’s Valentine's Day, Easter, Halloween, or Thanksgiving, email is perfect for either promoting your special offers or sending heartfelt updates.

Email lets you personalize your messages, add cool graphics, and even schedule sending ahead of time, so you never miss an important date. In other words, holiday emails are not just an amazing way to connect personally, but also a smart email marketing method. You can use tools and analytics to keep track of how your messages are doing and adjust them for better results.

Job application emails

Since a successful job search can change your life, job application emails are among the most important we write. So, they deserve their own spotlight! Even though a lot of job applications are submitted through hiring portals these days, a catchy email cover letter or a polished follow-up email can make all the difference in landing the job of your dreams.

Here are five important pointers to keep in mind for your job application email:

1. Use an appropriate email address to send your application
2. Keep it brief. Start with a friendly greeting and get straight to the point.
3. Be sure to attach your resume and any other necessary documents.
4. Don't forget to thank the hiring manager for their time and consideration.
5. Before hitting Send, double- and triple-check everything for typos and accuracy.

For job application email examples and templates, check out our deep dive: Applying by email: Samples for your successful job application

But what if you've already had a job interview and would like to reach out to say thank you – or you haven’t heard back and are hoping for an update? How long should you wait and what should you say?

• Generally speaking, it’s a good idea to send a thank-you email within 24 hours. This shows appreciation and keeps you fresh in the interviewer's mind.
• If you haven't heard back, wait about a week before sending a follow-up email. Keep it polite and express continued interest in the role.

For more pointers, see our explainer: Job search: Why follow-up after an interview?

Email security: Protecting your account and data

Email security is essential for keeping your personal data safe from hackers and scammers. Think of all the important information you store in your email account and all the places you use your email address as a login name!

Having a strong password and activating two-factor authentication (2FA) are two important ways to protect your email account. Most importantly, choose a secure email service like mail.com with solid security features.

Authentication: Passwords and more

Protecting your email starts with using long, complex, and unique passwords for each account. Nowadays, the recommended password standard is over 12 characters long and contains a mix of numbers, letters, and symbols. Passphrases can make these lengthy passwords easier to remember. There are several forms of 2FA that can add a layer of security to your online accounts. New methods of authentication like biometric fingerprint and facial recognition are gaining popularity among email users. Meanwhile, security questions are becoming less widely used.

What about phishing emails?

Phishing is a method that scammers use to steal personal data by imitating a trustworthy source, like a bank or a popular shopping site. The goal is to trick you into giving away passwords, credit card numbers, or other useful data. Clicking on links or attachments in fraudulent emails can lead to malware infections, identity theft, or financial loss.

Phishing emails are tricky because they often look legit, accurately mimicking trusted brands or people you know. To spot a phishing email, look out for things like poor spelling and grammar, suspicious links, and urgent demands for action. If something feels fishy or too good to be true, trust your gut and double-check all links before clicking – or simply delete the message.

Email spam and protection

In an email context, spam is the junk mail of the internet, clogging up your inbox with messages you never asked for and usually don’t want. Originally, the word “spam” referred exclusively to bulk unsolicited commercial emails, but now many people use it to refer to any unwanted messages, including fraud emails. Dealing with spam can be a hassle, but email services have developed strategies to help keep it in check.

One key tool in the long history of fighting spam is SMTP authentication, a protocol that verifies the identity of email senders. Email providers also use algorithms and artificial intelligence to filter spam and sort emails based on content and sender reputation. This helps keep your inbox clean, ensuring you only see messages from legitimate sources.

Blocking spam emails

If a spam email does make its way into your inbox, you should move it to your Spam folder. This helps your email provider learn which messages are unwanted, which in turn will keep everyone’s inbox cleaner and safer. Marking an email as spam is usually pretty easy: you just need to select the email and click the “Spam” or “Junk” button in your email client.Here are three tricks you can also try to stop receiving spam:

1. Unsubscribe from newsletters or lists you don’t care to receive anymore. Just make sure the email is legit before clicking, as some phishing emails have fake unsubscribe links.
2. If a specific sender keeps spamming you, it is possible to block them by placing them on a personal “blocklist” or “blacklist”. You can usually find this option in your email settings.
3. Keep your primary email address as private as possible to reduce future spam. Spammesr and scammers often use automated tools to scrape websites, social media profiles, and public directories for email addresses.

Email and our digital world

Email continues to play a vital role in the digital world of today – and tomorrow. As technology evolves, email remains a reliable tool for communication, especially in professional settings. And even with the rise of messaging apps for personal communications, people still use email for formal and detailed communications, and need an email address for logging into other online accounts.

As we move forward, the blend of traditional email with cloud services and new tech innovations like AI will bring boosts in efficiency and connectivity, keeping email relevant in the ever-changing digital landscape. And mail.com will be there every step of the way, empowering our users with innovative tools and trusted resources.

We hope you enjoyed our ultimate guide to email! Please leave us some feedback below! And if there is an email-related topic you'd like to see covered in an explainer, why not log in and let us know in a comment!